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Scriptorium, a retro-cataloguing tool to easily and quickly encode older book items

IGeLU 2014 Conference Oxford September 15-17, 2014. Scriptorium, a retro-cataloguing tool to easily and quickly encode older book items. François Renaville, University of Liege Library with Sylvain Danhieux , University of Liege Library. Download : http:// hdl.handle.net/2268/171960.

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Scriptorium, a retro-cataloguing tool to easily and quickly encode older book items

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  1. IGeLU 2014 Conference Oxford September 15-17, 2014 Scriptorium, a retro-cataloguing tool to easily and quickly encode older book items François Renaville, University of Liege Library with Sylvain Danhieux, University of Liege Library Download: http://hdl.handle.net/2268/171960

  2. Abstract The University of Liège Library’s books collection is composed of some 2,000,000 print volumes, of which only 60% are catalogued. Most of the uncatalogued books have been published before 1970 and cataloguing these according usual standards and norms would certainly take decades. To decrease the cost of treatments and increase the number of catalogued volumes, the Library developed a light PHP/MySQL application, Scriptorium, that enables non-catalogers (mostly students) to quickly encode the books (ca 3 min. per item) by providing the most essential information. References are then daily exported in MarcXML to the ILS. Scriptorium has been developed to permit to easily create new independent instances for different parallel retro-cataloguing projects and also to be used by other libraries. Scriptorium, a retro-cataloguing tool...

  3. University of Liege Library • University founded in 1817 • 5 main libraries: • Arts & Humanities Library • Agronomy Library • Law & Social Sciences Library • Life Sciences Library • Science & Technology Library • 18 libraryfacilities (branches) • + 1 Remote Storage • 4 campuses: • Liège Sart-Tilman (main campus) • Liège City centre • Gembloux • Arlon Scriptorium, a retro-cataloguing tool...

  4. Library Print Collections • More than 2,000,000 books • 1,200,000 catalogued books • 800,000 uncatalogued books • Automation started in the 1960s • But only in the 1990s for some HS branches (big collections) • Many books located in the Remote Storage • +/- 300,000 catalogued books • +/- 500,000 uncataloguedbooks Scriptorium, a retro-cataloguing tool... • Also: • 50,000 maps • 30,000 dissertations • 6,500 manuscripts • 565 incunables • …

  5. RFID as a catalyst • In Spring 2014, RFID project for a librarybranch • History Library: more than 80,000 books • Around 10,000 not yetcatalogued (12,5%) • Documents related to the national or local history • Producedbetween 1800 and ca 1970 • Items to keep (not for pulp!), even if not on loan for years! • Types • Published books • Reports • Master dissertations • Offprints • For the RFID project, all items had to becatalogued (organisationalreasons) Scriptorium, a retro-cataloguing tool...

  6. Aleph Quick Catalogfunction • Not very happy with Aleph Quick Catalogfunction • Twotabs (doc info + item info) -> no global view • Same configuration for all -> not very flexible, not contextsentive • Few possibilities for default values (only for item info) • Limited number of ccu (40 in our case) • Drop down listsmay have irrelevant content • No duplicate function • … Scriptorium, a retro-cataloguing tool...

  7. Homemade Quick Catalog Web Application • Requested specifications • Flexible and context sensitive • For an unlimited number of users • Easy to use, especially made for non-cataloguers • Students • Lowqualifiedlibrary agents • Non-librarian staff (accountants, secretaries…) • Traineelibrarians • Heads of sections, heads of services… • Not only for BIB records and items, but also able to provide info in HOL records • To beused for any retro-cataloguingproject to come (eg. Remote Storage): eachretro-cataloguingprojecthas itsowninstance • Alsoavailable for non ULg libraries: easy to deployin othercontexts • Developed with PHP/MySQL Scriptorium, a retro-cataloguing tool...

  8. Leitmotiv for the Application • For thoseolder and un-catalogued collections: • VISIBILITY • Better in the ILS than not in the ILS • QUANTITYover Quality • Better in the ILS, evenwithpoormetadata, than not in the ILS • As many items catalogued as possible • SPEED • ASAP addedinto the ILS Scriptorium, a retro-cataloguing tool...

  9. Scriptorium, a retro-cataloguing tool... Whereanyone (employedstudents, library staff, lowqualified agents…) could encode olderuncatalogued books….

  10. 4 Rolesdefined • ENCODERcan • create new items • delete/modify items he/she has created • define default values for encoding • MANAGERcan • Same as ENCODER • + delete/modifyany items created by any encoder • + export records Scriptorium, a retro-cataloguing tool... • ADMINcan • Same as MANAGER • + manage the accounts • + manage the encodingform(metadata structure, mandatory or not, mappingwith Marc fields) • SUPERADMINcan • Same as ADMIN • + manage ADMIN accounts • + create instances • + manage backup • + manage export rules

  11. Scriptorium, a retro-cataloguing tool...

  12. How the Admin Can Edit/Create a Field Other types: Textbox, Textarea, Checkbox, Radio, Hidden Scriptorium, a retro-cataloguing tool... Option: Allows the encoder to define default content within a session

  13. authority_code Scriptorium, a retro-cataloguing tool... options

  14. Exports • Automaticdaily export from Scriptorium to Aleph • Manual export isalso possible (csv or MarcXML) Scriptorium, a retro-cataloguing tool...

  15. Year in 008/7-10 and 245 2ndind. are addedwith Aleph programs (tab_fix) Scriptorium, a retro-cataloguing tool... 910 = admin values (encoder account + creation date) Hidden in the New Item form In the export rules, any content thatshouldbe in a 952 isconcatenatedinto one single 952.

  16. Aleph Scripts • BIB records, holdings and items createdwith Aleph services • No deduplicationverificationwithexisting Aleph records • job_list: • p_file_02 USM01,script_%DATE.xml,script_%DATE_alseq,06, • p_manage_18USM01,script_%DATE_alseq,script_%DATE_alseq.reject,sc ript_%DATE_alseq.doc_log,NEW,SCR,,FULL,APP,M,,,SCRI PTORIU, • p_ret_03 USM01,script_%DATE_man50,WCDA=SCRIPTORIU AND WCDA=%DATE, • p_manage_50 USM01,script_%DATE_man50,000000000,999999999,USM51,US M61,,952##,tab_hol_item_create_scriptorium,,A,A,N,SCR IPTORIU,30,SCRIPTORIU,30,Y,N, • p_manage_37 USM01,DOC_LIST,,001914034,999999999,script_%DATE_man3 7,SCRI2,Y,, Scriptorium, a retro-cataloguing tool...

  17. p_file_02 USM01,script_%DATE.xml,script_%DATE_alseq,06, Where: • USM01 = Bibliographic Base • script_%DATE.xml = input file (%DATE creates date relative to the current date) • script_%DATE_alseq= Output File • 06 = MarcXML Format Scriptorium, a retro-cataloguing tool...

  18. p_manage_18 USM01,script_%DATE_alseq,script_%DATE_alseq.reject,script_%DATE_alseq.doc_log,NEW,SCR,,FULL,APP,M,,,SCRIPTORIU, Where: • USM01= BibliographicBase • script_%DATE_alseq = Input File (from file_02) • script_%DATE_alseq.reject = Output File for Rejected Records • script_%DATE_alseq.doc_log = Output File for Logging System Numbers • NEW = Add new records • SCR= Fix Routine • FULL = Full Indexing • M = Multi-user • SCRIPTORIU = Cataloger Name Scriptorium, a retro-cataloguing tool... tab_fix SCR fix_doc_do_file_08 fix_scriptorium SCR fix_doc_create_fmt SCR fix_doc_001 SCR fix_doc_005 SCR fix_doc_tag_008_open_date SCR fix_doc_tag_008 SCR fix_doc_punctuation_usm SCR fix_doc_non_filing_ind SCR fix_doc_delete_empty SCR fix_doc_sort

  19. p_ret_03 USM01,script_%DATE_man50,WCDA=SCRIPTORIU AND WCDA=%DATE, Where: • USM01 = Bibliographic Base • script_%DATE_man50 = Output File to beusedwith man-50 • WCDA=SCRIPTORIU AND WCDA=%DATE= CCL search phrase Scriptorium, a retro-cataloguing tool...

  20. p_manage_50 USM01,script_%DATE_man50,000000000,999999999,USM51,USM61,,952##,tab_hol_item_create_scriptorium,,A,A,N,SCPIPTORIU,30,SCRIPTORIU,30,Y,N, Where: • USM01 = Bibliographic Base • script_%DATE_man50 = Input File (from ret-03) • USM51 = Admin base • USM61 = HOL base • 952## = Main Field • tab_hol_item_create_scriptorium= Item Creation Table Scriptorium, a retro-cataloguing tool... ! 1 2 3 4 5 6 !!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!-!-!!!!!!!!!!-!!!!!-!!!!!!!!!! HOL-040 Y a 040 d CALL-NO-TYPE a N HOL-852 b Y a HOL-852 1 Y b HOL-852 2 Y c HOL-852 j Y j HOL-852 q Y q HOL-852 x Y x Z30-BARCODE 5 N Z30-ITEM-STATUS f N Z30-MATERIAL m N Z30-NOTE-CIRCULATION N 590 b

  21. p_manage_37 USM01,DOC_LIST,,001914034,999999999,script_%DATE_man37,SCRI2,Y,, Where: • USM01 = BibliographicBase • DOC_LIST = Input File Type • 001914034= FromDocument Number <001914034> (must beupdatedregularly to avoidtoo large ranges!!) • 999999999 = To Document Number • script_%DATE_man37 = Output File • SCRI2 = Fix Routine Scriptorium, a retro-cataloguing tool... tab_fix SCRI2 fix_doc_do_file_08 fix_scriptorium_delete (deletesfieldsbecomeuseless)

  22. Scriptorium, a retro-cataloguing tool... + Circulation Note addedwith tab_hol_item_create  BIB canberecataloguedafterloan

  23. Scriptorium, a retro-cataloguing tool...

  24. Results • Deployed in 3 librarybranches • -> 3 instances • 1st Instance for the History Section • 10,000 books to encode • Started in Mid-November 2013, finishedlessthan 5 monthslater • Ready for the RFID Project • For the 3 instances, more than 20,600 books added in the ILS in 9 months time: • No encodingeveryday! • Most of thempublishedbetween 1950 and 1979 • Somewerealsopublished in the 2000s!! • 1,882 have got an ISBN • Most recent books are properlyrecatalogued! • Better to check everymorning if night import ransuccessfully Scriptorium, a retro-cataloguing tool...

  25. Publication Years of All Scriptorium Items Scriptorium, a retro-cataloguing tool...

  26. How many minutes per record? Scriptorium, a retro-cataloguing tool... Stud= Students ; Staff = (LowQualified) Library Staff ; Lib= Librarians/Cataloguers

  27. Conclusions • Probably not achievedwith Aleph Quick Catalog • Project wellaccepted by the librarians • Even by catalogspecialists • Opportunity to have lessuncatalogued items • Some other library branches would like an instance • Positive sideeffects • Team spirit: Collaborations betweenlibrarians have become more intense (somefromotherlibraries came to help) • Lowqualifiedcolleagues happy to help -> workacknowledged • Additional jobs to enrich the metadata of the mostrecent books? • Open to create instances for anyexternalpartner/library Scriptorium, a retro-cataloguing tool...

  28. Scriptorium, a retro-cataloguing tool... francois.renaville@ulg.ac.be | S.Danhieux@ulg.ac.be http://hdl.handle.net/2268/171960

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